We all need a business diary. If you need to spend 1:1 time with clients, then the chances are that you have an electronic diary or even a diary management system. Most of us would be completely lost without some form of diary. Diaries are constantly changing and being updated. People need to reschedule appointments, people need emergency appointments or people need to cancel. It never ends. That’s why you can become a slave to your ever-changing diary unless you outsource.
Diary management systems come in all shapes and sizes. You’ve probably made an online appointment with a doctor or dentist and received the reassuring text or email confirmation. So at a personal level we’re all familiar with these systems. However at a business level things can be more complicated. There are plenty of diary management systems out there. Whilst we can’t recommend one for you, it is well worthwhile putting in the time to do the research.
When you’re looking to select a diary management system, list all the “must haves” and the “nice to haves”. So if the diary is for multiple people in multiple locations or you need to allocate different rooms for different people at different times then that is definitely a “must have”. If you also need to book equipment or refreshments for those people in those locations at specific times then that might be a “nice to have” but if it’s essential then it’s on your “must have” list. When you’re shopping around for these systems have your lists ready and get confirmation from the provider in writing. There will almost certainly be some bells and whistles on these systems that could be useful, eg, text reminders for clients.
Once you’ve settled on the right system for you, you then need to decide who will have access. Generally there is an administrator(s) and then log-ins for other users. These systems are also able to be shared with an outsourced company who can manage your business diary for you or with you. Outsourcers might include virtual and personal Assistants, back office providers and telephone answering services. Do your research to make sure that you’re sharing your diary with an experienced outsourcer you can trust to deliver. The diary is the daily backbone of the business.
Working with an experienced outsourcer gives you a big advantage. It massively frees up time to spend with clients and from a commercial point you’re not spending money on admin. A specialist telephone answering service can take care of every aspect of your diary management. They can answer the calls in your company name, deal with emails and online enquiries. They can take background notes for clients or guide the clients through registration process and inform them of cancellation policies. Although they are not in your premises, they are truly part of your team in every way. You can employ a specialist diary management telephone answering team with us from as little as £59.00 per month plus call charges. You don’t have the issues of covering sick days or holiday pay and the service is completely seamless.
Diary management is only ever as good as the people who run it, so outsource to experts and it will be one of the best business decisions you will ever make.